Transactions

Updated May 22, 2026 14:44

For clients that use E-Commerce, the Transactions and Transaction Details Reports are essential tools to maintain oversight as it relates to sales, and financial interactions across your Portal. This article will detail both reports and how to use them.

Payment Gateway Involvement

It is important to note that while these reports showcase information related to a financial transaction, Absorb LMS does not directly handle the currency involved in a transaction. Information related to the end result of a transaction should be directed toward the Payment Gateway operator.

To access the Transactions or Transaction Details Report follow these steps:

Access the Admin Experience.
From the left hand side of the Admin Interface, open the E-Commerce menu.
Select the intended report from the menu.

Transactions Report

The Transactions Report provides an overview of transactions across your Portal.

The following Data Columns are present for this report:

Element	Description
Billing Address	This column displays the billing location of the Learner that made the LMS purchase.
Billing Email Address	This column displays the Email Address of the Learner that was billed for the LMS purchase.
Billing First Name	This column displays the First Name of the Learner that was billed for the LMS purchase.
Billing Last Name	This column displays the Last Name of the Learner that was billed for the LMS purchase
Card (Last 4 Digits)	This column displays the last four digits of the credit card used to complete the LMS purchase if this method of payment was used.
Card Type	This column displays the brand of credit card used to complete the LMS purchase if this method of payment was used.
Cart Item	This column displays the names of purchased Courses.
Country Tax	This column displays the numerical value of the national taxation levy applied to the LMS purchase.
Tax for Country	This column displays the label for the national taxation levy applied to the LMS purchase as chosen by the Admin during the configuration of their E-Commerce portal.
Coupon Code	This column displays the coupon code that the Learner used during the Transaction to discount the LMS purchase.
Discount	This column displays the reduction in cost, denominated in the LMS's default currency, that was deducted from the LMS purchase price.
Gateway Message	This column displays the returning message generated by the organization's Payment Gateway in the case of a credit card purchase, designating whether the Transaction was approved, denied, pending, invalid, etc.
Gateway Message Code	This column displays the numerical identifier assigned to the returning message generated by the Payment Gateway directly above if a credit card was used as the payment method.
Gateway Result	This column displays the authentication code generated by the Payment Gateway if a credit card was used as the payment method.
Gateway Transaction Completed	This column displays the time at which the Transaction (payment) was completed through the Payment Gateway, and will be in the timezone reported by your gateway when the purchase was made by a credit card through the Payment Gateway. (Note: Time zones may vary between gateways.)
ID	This column displays the unique identifier generated by Absorb to distinguish this Transaction from others completed in the Admin's LMS.
Learner Department	This column displays the Department of the Learner that will be completing the Course.
Learner Email	This column displays the Email Address of the Learner that will be completing the Course.
Learner First Name	This column displays the First Name of the Learner that will be completing the Course.
Learner Last Name	This column displays the Last Name of the Learner that will be completing the Course.
New User	This column displays the binary answer of whether or not the Learner making the purchase became a new User of the LMS on the basis this Transaction.
Payment Method	This column displays the type of financial disbursement used by the Learner to make their LMS purchase.
Province Tax	This column displays the numerical value of the regional taxation levy applied to the LMS purchase.
Tax for Province	This column displays the label for the regional taxation levy applied to the LMS purchase as chosen by the Admin during the configuration of their E-Commerce portal.
Reference Number	This column displays the Learner-defined label given to a non-credit card Transaction so that it can be properly processed for payment (e.g. Check Number, Wire Transfer Number or Purchase Order Number).
Refund Date	This column displays the date that the purchase was designated as having been Refunded in the LMS.
Refunded	This column displays the binary answer of whether or not the purchase has been Refunded in the LMS.
Status	This column displays the Transaction result in the LMS. In the case of a credit card or PayPal purchase this column will display the information based on the Gateway Message above that was generated during the purchase. However, in the case of payment made with any other payment means that requires approval of the Admin's Accounting Department before this will shown as Pending Approval until the Admin elects to authorize or deny the Transaction.
Total Discount	This column displays the total Coupon discount that was applied to the Transaction.
Transaction Subtotal	This column displays the Transaction's total purchase amount less any Coupon discount but before any taxation is applied.
Transaction Total	This column displays the Transaction's final purchase amount less any Coupon discount but including any applicable taxation.
Transaction Date	This column displays the date and time that the Learner added items to the Shopping Cart. This action will be tracked and will contain information based on the status of the purchase / progress in the E-Commerce process.
Transaction ID	This column displays the unique numerical identifier generated by the Payment Gateway to distinguish an individual Transaction from others made in the Payment Gateway by the entire collection of the merchants using that particular E-Commerce service.

Transaction Report Exclusive Data Columns

The following Data Columns appear on the Transactions Report but not the Transaction Details Report:

Billing Email Address
Cart Item
Coupon Code
Gateway Message Code
Learner Department
Payment Method
Status

Transaction Report Actions

When you select an item from the Transaction Report on the right hand side Actions will appear. Each Action is associated with the following outcome:

Action	Outcome
Details	This button will open the Transaction Details Report which provides a breakdown of the Transaction Information, Billing Address, Billing Information, Item Information and Cost.
Receipt	This button will open the Transaction Receipt which provides a copy of the Receipt generated by the LMS (automatically opened in a new browser window) that was provided to the Learner upon the successful completion of their purchase.
Mark Refunded	This button will mark the transaction as Refunded.
Approve	This button will approve a Pending Transaction. Option available after a Transaction Pending Approval has been selected.
Decline	This button will decline a Pending Transaction. Option available after a Transaction Pending Approval has been selected.
Deselect	This button will clear any Transaction selection made by the Admin in the Transaction Report.
Cancel	This button will cancel the Transaction Details Summary and return the Admin back to the Transaction Report page. Option available after the Transaction Details Summary has been selected.
Print	This button, when launched from the Transaction Receipt, will open your Print dialog in the web browser that you use to run Absorb on your computing device. Option available after the Transaction Receipt has been selected.

Marking Refunded & Enrollment

Admins can mark a Transaction as refunded directly from the Transactions Report. This action updates the refund status within the LMS for record-keeping purposes only, but it does not process a financial refund. The actual return of funds must be completed through your connected Payment Gateway before marking the Transaction as refunded in the LMS.

To mark a Transaction as refunded, follow these steps:

Access the Admin Experience.
From the left-hand side of the Admin Interface, open the E-Commerce menu and select Transactions.
Locate and select the Transaction you want to mark as refunded.
From the Actions menu on the right-hand side, click Mark Refunded.
The Refunded column for that transaction will update to reflect the refunded status.

Transaction Processing

Marking a Transaction as refunded in the LMS is for record-keeping purposes only. This action does not initiate or process the return of funds to the purchaser. For credit card Transactions, the refund must be processed through your Payment Gateway. For all other payment types, the refund must be processed through your organization's accounting system. Always ensure the refund has been successfully issued before marking it as refunded in the LMS, so that the refund status accurately reflects the actual Transaction.

Marking a Transaction as refunded does not un-enroll Learners from content purchased in that Transaction. If the Learner should no longer have access, an Administrator must manually un-enroll the User from the relevant content. Unless actioned by an Admin, refunded Learners will retain their enrollment.

Transaction Details Report

The Transaction Details Report is used by the Admin to review the pertinent details of the selected LMS purchase.

The Transaction Details Report includes many of the same fields that the Transactions Report includes. Accordingly, the following table includes only Data Columns exclusive to this report:

Element	Description
Audience	This column displays the value populated in the Audience field configured under the Attribute section of Course settings.
Billing City	This column displays the City of the Learner that made the LMS purchase.
Billing Country	This column displays the Country of the Learner that made the LMS purchase.
Billing Phone Number	This column displays the Phone Number of the Learner that made the LMS purchase.
Billing Postal Code	This column displays the Portal Code of the Learner that made the LMS purchase.
Billing Province/State	This column displays the Province/State of the Learner that made the LMS purchase.
Cart Item ID	This column displays a an identifier unique to this purchase, and the item in the shopping cart of the Learner.
Course ID	This column displays the unique Course GUID of content the Learner purchased.
Course Name	This column displays the Title/Name of the Course the Learner purchased.
Enrollment Keys	This column displays the Enrollment Key(s) associated with the Transaction when Purchase on behalf of others is enabled.
External ID	This column displays the value populated in the External ID field under the Attribute section of Course settings.
Goals	This column displays the value populated in the Goals field under the Attribute section of Course settings.
Is Extension	This column gives a Yes or No answer depending on if the purchase was a Course Extension or not.
Price	The column displays the cost of the content that was purchased.
Quantity	The column displays the number of items that were purchased.
Session ID	This column displays the unique identifier for the Session associated with the purchase.
Session Name	This column displays the Title/Name of the Session associated with the purchase.
Vendor	This column displays the value populated in the Vendor field under the Attribute section of Course settings.

Transaction Receipt

The Transaction Receipt is used by the Admin to document evidence of a particular LMS purchase selected from the Transaction Report. The Receipt is divided into two sections, the Order Receipt:

and Shopping Cart Items:

Each element of the Order Receipt is described here:

Element	Description
Order Date	This column displays the date and time that the Learner added items to the Shopping Cart. This action will be tracked and will contain information based on the status of the purchase / progress in the E-Commerce process.
Purchase By/Billing Info	This is the Billing First Name, Billing Last Name, Billing Address and Billing Email Address of the Learner making the LMS purchase.
Purchase For/Shipping Info	This is the Full Name, Address and Email Address of the recipient of the LMS purchase. Since no physical goods are being shipped this field will almost always reflect only the Billing First Name, Billing Last Name (no Billing Address if it is the same) and the Billing Email Address information displayed in the field directly above.
Payment Method	This column displays the type of financial disbursement used by the Learner to make their LMS purchase.
Credit Card Type	This column displays the brand of credit card used to complete the LMS purchase if this method of payment was used.
Card (Last 4 Digits)	This column displays the last four digits of the credit card used to complete the LMS purchase if this method of payment was used.
Payment Reference Number	This column displays the Learner-defined label given to a non-credit card Transaction so that it can be properly processed for payment (e.g. Check Number, Wire Transfer Number or Purchase Order Number).

Each element of the Shopping Cart Items are described here:

Element	Description
Course Title	This is the Name as entered in Absorb by the Admin of the LMS item being purchased by the Learner.
Quantity	This is the number of units of the Course that are being purchased by the Learner in the Transaction.
Price / Item	This is the individual unit price for each of the quantities of the particular Course being purchased by the Learner.
Subtotal	This column displays the Transaction's total purchase amount less any Coupon discount but before any taxation is applied.
Total	Be advised that this label appears twice in this section of the Receipt - once as the total price for a given Course Title in the Receipt (i.e. Quantity x Price / Item) and then a second time as the final total for the entire LMS purchase being transacted.